Program Manager-Graduate School

Montana Technological University; Butte (MT); On-site; USD 48,000 - 64,000; Full time

Job summary

Montana Technological University is seeking a Graduate School Operations Coordinator to manage the end-to-end graduate student journey. You will process applications, maintain records, track assistantships, and lead graduation checkout with a focus on data integrity and confidentiality.

The role requires effective communication with diverse students (domestic and international), collaboration with academic units, and the ability to translate complex information for stakeholders, including senior

Qualifications

• Bachelor's degree or 3 years operations and project management experience.
• Proficient with database, word processing, Excel, email, and internet software.
• Experience in analysis, design, formatting, and typing, forms, reports, etc.
• Strong communication: via verbal, written, and electronic media.
• Ability to comprehend, analyze, and interpret data.
• Ability to work within a team and communicate with stakeholders.
• Capable of handling duties with accommodations.

Responsibilities

• Manage end-to-end student journey for graduate enrollment.
• Process applications and maintain accurate student records in Banner, Etrieve, CollegeNet.
• Track graduate assistantships and oversee graduation checkout processes.
• Coordinate publication and transmission of applications to departmental stakeholders to minimize response time.
• Analyze data queries to inform Graduate School recruitment decisions and program progress.
• Provide general office support and scheduling for graduate school functions.

Skills

Data analysis

Communication

Team collaboration

Confidentiality

Independent working

Project management

Education

Bachelor's degree

Tools

Banner

Etrieve

EMP Liaison

Job description

Montana Technological University provides a comprehensive benefits package for all eligible positions that includes health, dental and vision insurance, mandatory retirement plan with employer contribution, partial tuition waiver, and a wellness program. Ready to shape the future of graduate education under the Big Sky? Montana Tech is hiring a Graduate School Operations Coordinator. You will manage the end-to-end student journey. Key duties include processing applications, managing records, tracking assistantships, and leading graduation checkout. We need a collaborative communicator who excels at data analysis and maintains strict confidentiality. Duties: This position is responsible for performing diverse and complex operational duties required for the effective functioning of Graduate Student Enrollment and Academic Record Keeping for Montana Tech’s Graduate School. This position must handle inquiries, and be able to effectively communicate—with a diverse population of students, including both domestic and international applicants ensuring student and staff satisfaction. The position must maintain utmost confidentiality of records and information. A successful candidate will have effective and professional communication abilities, including the ability to comprehend, analyze, and interpret complex information and to effectively present information to various university stakeholders including senior leadership, faculty, students, and staff. Working independently, this position administers and improves graduate school functions related to the graduate application process, including receipt, processing, and verification of appropriate application credentials for both domestic and international graduate students. This position ensures efficient transmission and return of complete applications to departmental stakeholders; including driving applications to decision to minimize application response time and drive graduate enrollment growth. This position maintains student records, with utmost accuracy and fidelity. This includes complete student data entry into admissions databases (Banner, Etrieve, CollegeNet). This position implements all Graduate Student course registration, record management, add/drop or withdrawal of courses, program review forms, and faculty committee assignments enhancing data integrity in an effort to assist the Graduate School team in making data driven decisions. The position ensures student eligibility for assistantships and tracks utilization of Graduate Teaching Assistantships in an effort to increase graduate student recruitment. The position analyzes student records and performs regular data queries to inform Graduate School recruitment decision making and improve graduation rates and retention. The position maintains and publishes Graduate School course requirements, and compares requirements to student completions. The position tracks progress toward a degree, and creates alerts to share with Graduate School staff. The position tracks and analyzes quantitative data and monitors progress toward internal performance metrics, including degree completion, time to degree, student retention, ‘at risk’ students, fractional award of full utilization of Graduate Teaching Assistantships. The successful candidate must be able to collaborate effectively with others. Working with the business office, financial aid, and the Research Office, the position oversees the awarding and processing of graduate teaching assistantships. The position works collaboratively with all graduate students, and their department leading communications and processing regarding the graduation timeline and deadlines [from Graduation application list]. The position will have administrative oversight of graduation checkout operations as well as be the liaison to the Digital Commons Platform, working to maintain publications and e-thesis uploads, while implementing a publishing delay process and streamlining the graduate student graduation experience. This position will work with Graduate School staff to streamline processes to decrease the administrative burden on faculty and staff by providing general office support and assistance with scheduling related to grad school functions, as well as maintain and update the graduate student handbook. The position communicates with faculty on process changes to increase transparency and efficiency of processes and enhance student experience. The position will be cross‑trained in other areas of management of the Graduate School office, including responding to student inquiries, advising on required application credentials, tracking inventory for recruiting materials, data cleaning and entry support, completing national data surveys, administrative support and organization for the Graduate School and Graduate Council, and other duties as assigned. This job description is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to the job.

• Bachelors degree from a post-secondary institution or three years operations and project management experience
• Demonstrated experience using database, word processing, excel, e-mail, and internet software
• Demonstrated experience in analysis, design, formatting, and typing, forms, reports, etc.
• Strong communication: Effective and professional communication abilities via verbal, written, and electronic media.
• Ability to comprehend, analyze, and interpret data
• Ability to work within a team, and communicate with stakeholders
• To perform this job successfully, an individual must be able to perform each essential duty satisfactorily with or without reasonable accommodations
• The requirements listed above are representative of the knowledge, skill, and/or ability required . Preferred Qualifications:
• Bachelors degree from a post-secondary institution
• Experience with graduate student admissions processing
• Experience in a student services and/or enrollment setting
• Experience in student centered customer service
• Experience with Banner, EMP Liaison, and Etrieve
• Ability to effectively present information to various university stakeholders Physical Demands:
• Work requires occasional evenings and weekends.